What are the responsibilities and job description for the Office Manager position at Populous?
Office Manager
Location: Portland, Oregon
Who We Are:
We design places where people love to be together.
Populous is a global design firm that began with a singular focus: to draw people together around the things they love, through experiences that capture all the senses, amplifying the atmosphere of excitement and pure joy shared in human moments.
We’ve designed and delivered some of the world's most memorable civic, sports and entertainment buildings, from iconic stadia to ground-breaking live music venues. Populous is where architects and designers of all kinds create moments bigger than ourselves. We offer the best of both worlds: the resources and impact of the design giants and the tightly knit atmosphere and growth opportunities of smaller firms.
What We Offer:
Professional & Personal Development Programs Summer Hours Hybrid Schedule Paid Architect Licensure & Certifications Exams Wedding Pay Charitable Match Program Market Leading Wellness Health and Welfare Benefits.
Key Duties and Responsibilities:
Office Management
- Oversee facilities maintenance, equipment, and supplies.
- Coordinate with vendors, service providers, and building management as needed.
- Consult with Office Directors with regards to office operations.
- Ensure a safe, clean, and productive work environment for all employees.
- Maintain office calendars.
- Track office personnel through shared Outlook calendar
- Liaison between office and IT department to address critical issues.
- Back-up phone management and guest entry
- Assist with the planning and organizing of company events, celebrations, and team-building activities.
- Assist in the onboarding process for new hires, including office setup and orientation.
Administrative
- Compose correspondence, proposals, and reports.
- Monitor external/internal office-wide emails.
- Prepare and update various project documents, requests for information, submittals, meeting notes, etc.
- Generate expense reporting as needed.
- Prepare and update AIA project contract documents.
- Assist with creating staff presentations.
- Correspond and schedule meetings and appointments with clients, consultants, vendors, and internal staff.
- Schedule and track AIA accredited lunch presentations.
- Assist with preparing the presentation of RFQs and RFPs.
- Other administrative duties and responsibilities to support the staff, as required.
- Monthly reconciliation of BOA statements and collection of backup receipts, completion of expense report
Project Coordination
- Work directly with office and project leadership to coordinate the day-to-day activities of project teams on high-profile/fast-paced projects.
- Provide clients, colleagues and peers coordination for meetings, scheduling of tasks, establish and enforce communication protocols that enhance and elevate external and internal project team interaction.
- Facilitate the transfer of critical project team information to project stakeholders including clients, consultants, and internal Populous project team members.
- Organize and attend project meetings, communicate meeting agendas, take well thought-through and detailed meeting minutes, and disseminate information and action items to project stakeholders.
- Regularly update and provide a timely distribution of project documentation identified above.
- Set up and maintain files on projects.
- Work with project managers on all aspects of projects including the processing of project correspondence.
- Maintain project documentation in accordance with company standards.
- Provide project related updates and follow-up on outstanding tasks/action items from project team members.
- Facilitate project audits for management review at project completion.
Requirements for Success:
- Microsoft Office (Outlook, Word, Excel, PowerPoint) experience is required.
- Demonstrated organizational and project management skills.
- Excellent communication skills: verbal, technical writing, and creative writing as well as proofreading and editing.
- Ability to work independently, multi-task/manage multiple projects simultaneously and achieve successful results within project deadlines.
- Ability to manage sensitive and confidential information.
- Positive attitude, resourceful nature, and excellent problem-solving capabilities.
Essential Qualifications:
- 5 Years’ executive level administrative assistant experience.
- Architecture, Engineering, or Construction industry experience a plus.
- Proven work history in an office or similar environment.
Compensation:
The projected salary range for this opportunity is $50,619 - $60,743 annually, and may be more or less depending on skills, experience and education.
The projected salary range for this opportunity is $50,619 - $60,743 annually, and may be more or less depending on skills, experience and education.
Populous offers a competitive salary and bonus packages. We strive to offer our staff the best benefits package in the industry, at the lowest cost to employees, including medical, dental and vision coverage, 401k, FSA/HSA, paid time off and continuing education benefits. Populous is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, religion, color, national origin, sex, age, genetic information, sexual orientation, veteran status, disability status, or any other characteristic protected under applicable federal, state, or local laws.
No. 1 Most Innovative Company in Architecture by Fast Company
No. 1 Firm in Cultural on Interior Design magazine’s Top 100 Giants
No. 1 Architecture Firm in Cultural Facilities by BD C
No. 1 Architecture Firm in Convention Centers by BD C
No. 1 Architecture Firm in Performing Arts and Concert Venues by BD C
Find us here - https://populous.com/careers
Instagram: @WeArePopulous
X: @Populous
Salary : $50,619 - $60,743
